Bulk import sending accounts via CSV

Draft — written from product facts + domain knowledge; UI labels to be verified before publishing.

When you have dozens of SMTP/IMAP mailboxes, entering them one at a time is slow. A CSV import lets you connect them all in one upload. This works for any mailbox that authenticates with a username and password over SMTP and IMAP (Icemail SMTP mailboxes, Zoho, cPanel, and Google or Microsoft accounts using app passwords). Mailboxes that need OAuth sign-in (Connect with Google / Connect with Outlook) cannot be imported this way; Icemail-purchased Google and Microsoft mailboxes should use Import from Icemail instead.

Prerequisites

• SMTP and IMAP enabled on each mailbox, with an app password where 2FA is on.
• Hostnames and ports for the provider. See Common IMAP/SMTP hostnames and ports reference.
• A spreadsheet editor that saves UTF-8 CSV.

Steps

1. Go to Mailbox → Connect Mailbox.

2. Choose Bulk import (or Import from CSV).

3. Click Download sample CSV to get the template with the expected column headers.

4. Fill in one row per mailbox. Typical columns:

1. Save the file as CSV (UTF-8).

2. Drag and drop the file onto the upload area or click to browse.

3. Review the preview. Rows with missing required fields or malformed emails are flagged.

4. Click Import. OutreachFox tests SMTP and IMAP for each row.

5. Review the result: connected mailboxes, and failed rows with the reason. Download the failed rows, fix them and re-import only those.

What you see afterwards

Imported mailboxes appear in the Mailbox list. Rows with warmup_enabled set to true start warmup with the Custom Mailboxes profile; you can change the profile with the bulk Warm Up action.

Tips

• Keep passwords out of shared drives; delete the CSV after import.
• Set daily_limit to 0–10 for brand-new mailboxes and raise it after 2–3 weeks of warmup.
• Group mailboxes by provider in separate CSVs so you can pick the right warm-up profile per batch.
• Use the signature column with the same template for all rows, then adjust individual ones under mailbox Settings.
• Import in batches of 50 or fewer; connection tests take a few seconds per mailbox.

Troubleshooting

• Whole file rejected — the header row does not match the template. Re-download the sample and paste your data under its headers.
• Authentication failed on every row for one provider — wrong host or port, or normal passwords used where app passwords are required.
• Some rows imported twice — the email column had trailing spaces or different capitalisation; duplicates are matched on exact email. Delete the extras with the bulk Delete action.
• Google/Microsoft rows fail — basic-auth SMTP is blocked by the admin; connect those with Connect with Google / Connect with Outlook instead.

Related articles

• Connect any SMTP/IMAP mailbox (custom provider)
• Common IMAP/SMTP hostnames and ports reference
• Export mailboxes from Icemail to OutreachFox
• Bulk enable or disable warmup for multiple mailboxes
• Bulk-set daily campaign sending limits for multiple mailboxes
• Fix mailbox disconnection errors (Google, Microsoft, SMTP)